Lumina · Free resource
Congress planning checklist
Tasks by phase, from 12 months out to after the event. Print it or save it as a PDF and track progress with your team.
112–10 months out
- Organizing and scientific committees confirmed
- Date, format (in-person / hybrid / virtual) and theme set
- Venue booked and capacity estimated
- Budget opened with fixed and variable costs
- Measurable goals for the congress defined
210–8 months out
- Congress website published
- Call for abstracts open with clear criteria
- Keynote speakers invited
- First sponsors signed and packages defined
- Measurement set up (GA4, Search Console)
38–5 months out
- Registration open with ticket tiers and early-bird pricing
- Group and invoice registration enabled
- Abstract submission running and reviewers assigned
- Abstract review in progress
- Exhibition floor confirmed
45–3 months out
- Call for abstracts closed
- Accepted abstracts scheduled into the program
- Program built without parallel-session clashes
- Speakers and room-by-room timing confirmed
- Logistics agreed (catering, equipment, AV)
53–1 months out
- Program pushed into the mobile app
- QR check-in and badge printing prepared
- Staff briefed and roles assigned
- Attendee logistics emailed
- Registration and check-in flow tested
6Event day
- Check-in set up with an offline fallback
- Push notifications active for changes and reminders
- Staff in position and contact points clear
- Per-session attendance tracked (for accreditation)
- Sponsors and exhibitors supported at booths
7After the event
- Certificates and CME documentation sent
- Recordings and materials shared
- Survey launched while impressions are fresh
- Final report produced (attendance, revenue, engagement)
- Post-event report sent to sponsors
Lumina brings registration, abstracts, program, check-in, and the app into one platform.